AI is already part of your workday - do you know what records you need to keep?

Introducing our new online learning module

Artificial Intelligence (AI) isn't just a future concept. It's already embedded in the systems and tools many Victorian public sector staff use every day - from search engines and chatbots to automated workflows and generative AI writing assistants.

But while AI can improve efficiency and insight, it also introduces new risks. Decisions may be harder to explain. Information may be inaccurate or biased. Automated processes may run without clear oversight. 

That's where recordkeeping becomes critical.

Why AI changes the recordkeeping landscape

Whenever AI contributes to work processes - whether it's drafting a document, classifying data, summarising feedback, or supporting decisions - it becomes part of the story behind government actions. And that story must be documented.

Good recordkeeping helps answer important questions like:

• What system was used?
• What data informed the output?
• Who reviewed or approved the result?
• How were risks like bias or inaccuracy managed?

Without these records, organisations may struggle to demonstrate that decisions were fair, lawful and properly authorised.

What this training covers

Our new online course, Get to know: AI and Recordkeeping, is designed to build foundational awareness across the public sector. It introduces:

-- What AI actually is --

Learners explore plain-language explanations of AI, including generative AI, machine learning, chatbots, robotic process automation, and automated decision-making systems.

-- Where AI shows up at work --

The module connects AI to familiar tools and processes; like document scanning, transcription, analytics, customer service bots, and drafting assistance; helping staff recognise that AI is often already embedded in their workflows.

-- Why documentation matters --

Through realistic government scenarios, the training shows how missing records can lead to misinformation, complaints, loss of public trust, and compliance issues.

-- What good practice looks like --

Learners are introduced to practical actions that support responsible AI use, including:

• Documenting which AI tools are used and why
• Recording data sources and system limits
• Keeping evidence of human review and approvals
• Monitoring risks such as bias or errors
• Assigning clear accountability.

Ethics, transparency and trust

AI use in government must align with community expectations and public sector values. The module highlights key ethical principles, including fairness, accountability, transparency, privacy, and community benefit, and shows how recordkeeping supports each one.

By capturing how AI systems are used and monitored, public offices can:

• Explain decisions
• Correct mistakes
• Demonstrate compliance
• Maintain public confidence.

Built for the Victorian public sector

The training aligns with PROV's AI Technologies and Recordkeeping Policy, the Recordkeeping Standards Framework, and broader Victorian Government guidance on responsible AI use.

It reinforces a simple but powerful message:

AI doesn't replace accountability - humans remain responsible, and records prove it.

ACCESS PROV's NEW AI & RECORDKEEPING MODULE.
Format: Online, self-paced
Duration: Short introductory module - 10-15 mins